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Schedule Number
FM3100
Primary Title
Student Accounts
Office of Primary Responsibility
UBCV: Financial Operations ; Enrolment services
UBCO: Procurement and Finance Services; Enrolment Services
Description
Records in this series cover the collection and administration of student fees, including tuition, residence, and incidental. These include payment records, promissory notes, collection records, tuition benefit records, related documents and correspondence.
Personal information that may be found in this series includes student ID, contact information, payment details, SIN, status at the university, collection records.
Note: Once records are loaded and approved in Workday the record holder should destroy the referent records.
Vital: Yes
PIB: Yes
Authority:
BoG Policy GA4: Records Management
Records Management Office Digitization Standard
Date Approved: 20220729
Retention Schedule Secondaries
| Secondary No. | Secondary Title, Scope & Content | Retention, Destruction & Disposition |
|
01 |
Policies and Procedures |
EV+5Y, FR EV=Date superseded or obsolete FR=UA will fully retain records from this series |
|
05 |
General |
EV+5Y, D EV=Date superseded or obsolete |
|
10 |
Accounts |
FY+6Y, D SR=UA will selectively retain records from this series |
|
25 |
Residential Fees |
FY+6Y, D |
|
35 |
Tuition Fees |
FY+6Y, D |
|
45 |
Issues |
FY+5Y, D |
|
60 |
Reports |
FY+5Y, SR SR=UA will selectively retain records from this series |
Acronym Key: AY = Academic Year; CY = Calendar Year; D = Destroy; EV = Event; FY = Fiscal Year; FR = Full Retention by University Archives unless otherwise noted; OPR = Office or Department responsible for source of truth records; SO = when superseded or obsolete; SR = Selective Retention by University Archives; UA = University Archives; Y = Year